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Promotions & Tenure Review:
Spring 2015 Overview
Tenure-track & Tenured
Jim Wyckoff, Mable Kinzie,
& Catherine Bradshaw
March 30, 2015
Discover. Create. Change.
Updates to Curry P&T Policy
• Minor Revisions in spring 2015
– Please use current policy when preparing
your materials (e.g., changed narrative from 15 to 10 pages)
• Current Policies
– Curry Promotions & Tenure Review Process
• http://curry.virginia.edu/gateway/faculty-staff
– University policy
• https://policy.itc.virginia.edu/policy/policydisplay?id=PROV017
Discover. Create. Change.
P&T Committee
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Mable Kinzie, Chair (CISE, appointed, until May 2016)
Jay Hertel, Chair Elect (KINE, elected, until May 2017)
Jim Wykoff, Past Chair (EDLF, elected, until May 2016)
John Lloyd (CISE, appointed, until May 2016)
Patrick Tolan (EDHS, appointed, until May 2016)
Ron Reeve (EDHS, elected until May, 2017)
Carolyn Callahan (CISE, elected until May 2017)
Diane Whaley (NTT, elected until May, 2017)
Catherine Bradshaw (Ex Officio)
Discover. Create. Change.
(General) Timeline for
Fall 2015 Review: Tenure Track
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Late Feb – Early March Promotions Committee elected and appointed.
April 1 Dean specifically notifies non-tenured faculty who will be entering
their sixth year of service of the need to submit materials in support of their
consideration for promotion and/or reelection without term. The Dean sends
a general notice to all other faculty–tenure-track and non-tenure-track
faculty that those intending to go up for promotion that they need to identify
themselves for promotion by April 15.
Early April Promotions Committee holds open forum on the promotions
policies and procedures (3 sessions).
April 15 Faculty declare intent to be candidates for promotion and submit
lists of potential external reviewers and solicited reviewers to Promotions
Committee and Dean.
– In conjunction with his/her Department chair, each candidate submits
(a) a list of ten (10) potential external reviewers (“on list”), (b) names of
the major national organizations and journals in his/her field, and (c) a
list of solicited letter writers. After this year, candidate should not contact
the letter writers.
Discover. Create. Change.
(General) Timeline for
Fall 2015 Review (cont): Tenure Track
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By April 16 IRCs selected by collaboration among Promotions
Committee, Department Chairs, and Dean.
By April 23 Promotions Committee selects external reviewers for
each candidate and provides lists to the Dean’s Office.
By May 1 Dean’s Office emails designated reviewers to confirm
their participation and submission of letters by September 1st.
By July 1 All candidates’ (tenure-track and non-tenure-track)
promotions materials are due. IRC reviews begin.
By July 15 All required dossier materials are made available to
external reviewers.
Aug 1 Solicited letters due to Dean’s Office.
By August 15 Dean’s Office posts candidates’ materials on intranet
and prepares candidate notebooks for Promotions and IRC
Committee members.
Discover. Create. Change.
(General) Timeline for
Fall 2015 Review (cont): Tenure Track
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September 1 External letters due, and letters are posted on intranet for
Promotions Committee and Dean.
September 10 Candidate submits update CV and memo to Dean’s Office
highlighting changes since July 1
Mid-Sept to Oct IRC Review completed for TT.
Mid-Oct to Nov IRC Review completed for NTT.
Mid-Oct to Dec Promotions Committee meets on each candidate.
Nov. 13 School-wide faculty meets for reports and discussion; comments
submitted on intranet. Vote of School-wide tenured faculty follows (tenure
and tenure track only).
Dec. 14 Letters from Department Chairs sent to the P&T.
Mid Dec Review and recommendations by P&T sent to the Dean (TT).
Early Jan Review and recommendations by P&T sent to the Dean (NTT).
By February 1 The Dean and Promotions Committee Chair meet with
individual candidates. Dean sends his/her recommendations to the Provost.
June Promotions announced after action by the Board of Visitors
Discover. Create. Change.
Criteria for
Promotion and Tenure
1. Scholarship
2. Teaching
3. Service
Discover. Create. Change.
1. Scholarship
• “application of systematic and rigorous approaches to the
acquisition of knowledge through accepted methods of
inquiry”.
– e.g., publications (e.g., articles, chapters, and books, including textbooks),
presentations, awarded grants, software applications
• “Peer-reviewed publications in discipline-appropriate journals and scholarly
books are the most important products of scholarship and are considered most
heavily in tenure and promotions decisions”.
• “Quality represented in external reviewer letters figure prominently in the
promotion and tenure decision processes”.
• Review of quantitative indicators (h-index, impact factors)
• Publication expectations vary among the disciplines
represented in the Curry School.
• Grants (funded & unfunded)
– Agencies, role played, award amount
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2. Teaching
• Teaching considerations include
– (1) group instruction
– (2) individual instruction
– (3) academic advising and consultation
• Evaluated on several components of effective teaching,
advising and mentoring
• Evaluations of group instruction (student quantitative and
qualitative evaluations and peer evaluations) should be
good to excellent throughout the pre-tenure period or
clear evidence of improvement must be apparent
– show evidence of seeking and responding to peer evaluations
• Provide evidence that individual instruction and
mentoring has been effective.
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3. Service
• 3 types:
3. Service
– (a) field-related services
• Expertise (e.g., workshops, consultancies, committee or advisory
board membership)
• Service to schools, colleges, and universities, business and
industry, governmental units, and/or the community at large
– (b) service to the profession
• work done with professional organizations and research societies
(e.g., editorial board membership, grant review panels, committee
assignments, and election to office)
– (c) service to UVa, the Curry School, the department,
Center, and the program
• administrative responsibilities, clinical assignments, and
committee work
Discover. Create. Change.
Due by April 15: Tenure
• Faculty declare intent to be candidates for promotion and
submit lists of potential external reviewers and solicited
reviewers to Promotions Committee and Dean.
– In conjunction with his/her Department chair, each
candidate submits the following
1. a list of ten (10) potential external reviewers (“on
list”). Note, NTT identify a list of 8 potential
external reviewers (“on list”).
2. names of the major national organizations and
journals in his/her field.
3. a list of solicited letter writers. After this year,
candidate should not contact the letter writers.
Discover. Create. Change.
Due by July 1
Due by July 1
• Separate electronic files:
– a. Narrative (new page limit is 10)
– b. Curriculum vitae
– 3 electronic folders for Scholarship, Teaching, and
Service:
• i. Scholarship: 5 articles
• ii. Teaching: syllabus, readings, projects, and student evaluations
• iii. Service
• Due to the Dean’s Office by July 1st
Discover. Create. Change.
Letters
• External letters
– Dean seeks external reviews from six or more reviewers
• All are contacted by Dean’s office (not candidate)
– On list (suggest up to 10, note 8 for NTT)
– Off list (selected by IRC)
» Qualifications of letter writers
• Solicited letters (up to 10) – note limit of 6 starting next year
– Try to avoid selecting people who could be external
reviewers
– Largely speak to teaching and service
– Letters due to Dean by August 1
– Do not contact letter writers
Discover. Create. Change.
Internal Review Committee (IRC)
• For Tenure-Track Faculty IRC
– IRC consists of 3 tenured faculty members
• 1 from the candidate’s department
• 1 from 2 other departments
• P&T Committee member who is outside the
candidate’s department to serve as Chair of the
IRC
• For NTT faculty, one IRC member can be NTT
faculty at rank equal to or higher that rank of
promotion
Discover. Create. Change.
Additional Questions
• Mable Kinzie (Incoming Chair of P&T)
• Jim Wyckoff (Past Chair of P&T)
• Catherine Bradshaw (P&T Ex Officio and
Associate Dean for Faculty Development)
Discover. Create. Change.
Promotions & Tenure Review:
Spring 2015 Overview
Non-Tenure Track Process
Jim Wyckoff, Mable Kinzie,
& Catherine Bradshaw
March 31, 2015
Discover. Create. Change.
Updates to Curry P&T Policy
• Minor Revisions in spring 2015
– Please use current policy when preparing
your materials (e.g., changed narrative from 15 to 10 pages)
• Current Policies
– Curry Promotions & Tenure Review Process
• http://curry.virginia.edu/gateway/faculty-staff
– University policy
• https://policy.itc.virginia.edu/policy/policydisplay?id=PROV017
Discover. Create. Change.
P&T Committee
•
•
•
•
•
•
•
•
•
Mable Kinzie, Chair (CISE, appointed, until May 2016)
Jay Hertel, Chair Elect (KINE, elected, until May 2017)
Jim Wykoff, Past Chair (EDLF, elected, until May 2016)
John Lloyd (CISE, appointed, until May 2016)
Patrick Tolan (EDHS, appointed, until May 2016)
Ron Reeve (EDHS, elected until May, 2017)
Carolyn Callahan (CISE, elected until May 2017)
Diane Whaley (NTT, elected until May, 2017)
Catherine Bradshaw (Ex Officio)
Discover. Create. Change.
(General) Timeline for
Fall 2015 Review: NTT
•
•
•
•
Late Feb – Early March Promotions Committee elected and appointed.
April 1 The Dean sends a general notice to all faculty–tenure-track and
non-tenure-track faculty that those intending to go up for promotion that they
need to identify themselves for promotion by April 15.
Early April Promotions Committee holds open forum on the promotions
policies and procedures (3 sessions).
April 15 Faculty declare intent to be candidates for promotion and submit
lists of potential external reviewers and solicited reviewers to Promotions
Committee and Dean.
– In conjunction with his/her Department chair/Center Director, each
candidate submits (a) a list of 8 potential external reviewers (“on list”),
(b) names of the major national organizations and journals in his/her
field, and (c) a list of solicited letter writers. After this year, candidate
should not contact the letter writers. Note, Tenure Track/Tenured
identify a list of 10 potential external reviewers (“on list”).
Discover. Create. Change.
(General) Timeline for
Fall 2015 Review (cont): NTT
•
•
•
•
•
•
•
By April 16 IRCs selected by collaboration among Promotions
Committee, Department Chairs, and Dean.
By April 23 Promotions Committee selects external reviewers for
each candidate and provides lists to the Dean’s Office.
By May 1 Dean’s Office emails designated reviewers to confirm
their participation and submission of letters by September 1st.
By July 1 All candidates’ (tenure-track and non-tenure-track)
promotions materials are due. IRC reviews begin.
By July 15 All required dossier materials are made available to
external reviewers.
Aug 1 Solicited letters due to Dean’s Office.
By August 15 Dean’s Office posts candidates’ materials on intranet
and prepares candidate notebooks for Promotions and IRC
Committee members.
Discover. Create. Change.
(General) Timeline for
Fall 2015 Review (cont): NTT
•
•
•
•
•
•
•
•
•
•
•
September 1 External letters due, and letters are posted on intranet for
Promotions Committee and Dean.
September 10 Candidate submits update CV and memo to Dean’s Office
highlighting changes since July 1
Mid-Sept to Oct IRC Review completed for TT.
Mid-Oct to Nov IRC Review completed for NTT.
Mid-Oct to Dec Promotions Committee meets on each candidate.
Nov. 13 School-wide faculty meets for reports and discussion; comments
submitted on intranet. Vote of School-wide tenured faculty follows (tenure
and tenure track only).
Dec. 14 Letters from Department Chairs sent to the P&T.
Mid Dec Review and recommendations by P&T sent to the Dean (TT).
Early Jan Review and recommendations by P&T sent to the Dean (NTT).
By February 1 The Dean and Promotions Committee Chair meet with
individual candidates. Dean sends his/her recommendations to the Provost.
June Promotions announced after action by the Board of Visitors
Discover. Create. Change.
Curry Non-tenure Tracks
• Faculty appointed to one of three nontenure track positions:
– Teaching Faculty (instructional)
– Research Faculty (research)
– Clinical Faculty (clinical)
• Each has expectations for
– assistant, associate, full
Discover. Create. Change.
Details on Load and Track
•
“The primary area of effort and activity will serve as the principal basis for review
for promotion. However, if contributions are made in other areas and are defined
in the letter of appointment and/or annual report as agreed upon by the
Department Chair and/or the Center Director, those contributions will be
considered in the review process.
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For instance, a NTT faculty member may concentrate primarily on research responsibilities, with
only secondary contributions to teaching. Prior to review for promotion, the NTT faculty member’s
load distribution must be specified in the candidate’s dossier and verified by the Department Chair
and/or Center Director (as appropriate) in relation to the last three years of load distribution as
documented on the candidate’s annual review.
The determination of track at the time of review will be based on the area which
is reflected as the greatest percentage of load in the annual reports for the past
three years as agreed upon by the Department Chair and/or the Center Director.
The Department Chair/Center Director’s letter must provide sufficient detail on
load and performance (since appointment to current rank) to aid in committee
review.
For purposes of a successful promotion in rank, it is expected that candidates will
display the qualities of recognized excellence defined in these guidelines in the
primary assignment area(s).”
Discover. Create. Change.
How is “track” defined?
• Defined by load
– “who devote the largest percentage of their
time to …”
• Acknowledging multiple responsibilities
• Updated job description to be submitted
with promotion packet
• Chair’s/Center Director’s letter indicates
support for track for promotion
– e.g., recent annual reviews
Discover. Create. Change.
Criteria for
Promotion and Tenure
1. Scholarship
2. Teaching
3. Service
Discover. Create. Change.
1. Scholarship
• Excellence in research: (promotion to Associate)
– Many of the same criteria as for tenure track faculty,
however some important differences
– “The candidates work is recognized by peers for
original and independent investigation. External
funding in the form of federal grants, foundation
grants/awards, and contracts is an important indicator
of excellence…”
– “The candidate’s larger contributions to building
research capacity and a research portfolio in the
School and or Center will be acknowledged as
evidence of excellence in research.”
Discover. Create. Change.
1. Scholarship (cont)
• Excellence in research:
– The candidate’s broader research portfolio should be
considered, which may also include mentorship of
students and postdoctoral fellows in research and
grant-related work.
– The importance of contributing to the larger body of
work in a center or funded research program will be
recognized; however there will still be an expectation
for individual distinction.
Discover. Create. Change.
2. Teaching
• Excellence in teaching: (promotion to Associate)
– Many of the same criteria as tenure track faculty,
however there are some important differences
– Candidate is therefore expected not only to
demonstrate merit in classroom instruction but also to
be a leader and or be recognized for expertise in the
pedagogy of education or in the field of his or her
expertise, and to demonstrate this leadership and/or
recognized expertise in teaching-related relevant
activities.
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2. Teaching (cont)
• Examples could include, but not limited to:
– publication of articles in reputable journals or conference
proceedings, in pedagogy or in the faculty member's area of
expertise
– publication of textbooks or other books in the faculty member's
area of pedagogy
– development of teaching materials that are adopted by other
faculty members in the candidate’s department, or in other
departments in the School, the University, or other academic
institutions
– teaching awards and honors
– individual and multi-investigator grants to support instruction or
student education or training
– See document for other examples
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3. Service
• To the extent that service is an agreed upon
portion of a NTT faculty member’s workload,
documentation of service should be similar to
that for tenure track faculty.
• This could include, but is not limited to, letters
(both solicited and external letters) to document
the extent and quality of service contributions.
Discover. Create. Change.
4. Clinical Practice
• The candidate should document excellence in
one or both of the following domains:
– Patient/client care: Clinical skills, board certifications,
clinical innovations, clinical research and/or programs
that are locally and/or regionally distinctive; programs
that measurably improve patient outcomes.
Documentation can include patient evaluation data,
accreditation reviews, etc.
– Education: Clinical supervision, training, teaching,
and advising of undergraduate and graduate
students, postdocs, and/or colleagues.
– See document for examples
Discover. Create. Change.
Due by April 15: NTT
• Faculty declare intent to be candidates for promotion and
submit lists of potential external reviewers and solicited
reviewers to Promotions Committee and Dean.
– In conjunction with his/her Department chair, each
candidate submits the following
1. list of 8 potential external reviewers (“on list”).
2. names of the major national organizations and
journals in his/her field
3. list of solicited letter writers (currently 10 is max,
but up to 6 for next year forward). After this year,
candidate should not contact the letter writers
Discover. Create. Change.
Letters
• External letters
– The Dean seeks external reviews from approximately
six or more reviewers.
• All are contacted by Dean’s office (not candidate)
– On (suggest up to 8) and off list (selected by IRC)
– Qualifications of letter writers
» NTT can have up to 1 NTT letter writer on on-list
• All letters due to Dean by August 1
• Solicited letters (up to 10; up to 6 starting in fall)
– candidate identifies potential reviewers who could
write letters. Dean requests the letters, not candidate.
• All letters due to Dean by August 1
Discover. Create. Change.
Due by July 1
• Separate electronic files:
– a. Narrative (new page limit is 10)
– b. Curriculum vitae
– 3 electronic folders for Scholarship, Teaching, and
Service:
• i. Scholarship: 5 articles
• ii. Teaching: syllabus, readings, projects, and student evaluations
• iii. Service
• Due to the Dean’s Office by July 1st
Discover. Create. Change.
Internal Review Committee (IRC)
• Non-Tenure-Track Faculty IRC
– P&T Committee member who is outside
the candidate’s department to serve as
Chair of the IRC
– One general faculty member of rank
equal to or higher than promotion level
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NTT Committee
• Promotions Committee (constituted of 8
members including one voting NTT faculty
member) will receive the report from the IRC and
vote on whether to recommend the candidate for
promotion to the Dean.
– A vote of at least 5 affirmative votes is necessary to
recommend for the promotion of a NTT faculty
member.
Discover. Create. Change.
Additional Questions
• Mable Kinzie (Incoming Chair of P&T)
• Jim Wyckoff (Chair of P&T)
• Catherine Bradshaw (P&T Ex Officio and
Associate Dean for Faculty Development)
Discover. Create. Change.